Inactive Total Small Business Set-Aside (FAR 19.5)

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI, as outlined in FAR 15.201(c)(7), is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or... THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI, as outlined in FAR 15.201(c)(7), is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the Office of Acquisition Management Services (OAMS) is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future solicitation, if any is issued. Background The Department of Health and Human Services (HHS), Office of the Secretary (OS) Immediate Office of the Secretary (IOS) Executive Secretariat (Exec Sec) Office has a need to continue maintenance and software licenses on the Secretary Policy System (SPS). SPS is essential to the mission of the HHS Exec Sec and to the HHS partner divisions and offices that rely on and interact with SPS. This is a system that routes and tracks the following types of documents and actions: Regulations Reports to Congress Correspondence Memoranda to the Secretary, Deputy Secretary, Chief of Staff and Executive Secretary Briefings for the Secretary, Deputy Secretary, and Chief of Staff Invitations to the Secretary, Deputy Secretary, and Chief of Staff Requests for Meetings with the Secretary Assignments made by the Secretary, Deputy Secretary, Chief of Staff and Executive Secretary Other documents that require the Secretary's Approval or signatures SPS replaced the Strategic Work Information Folder and Transfer system in March 2015 and is now in its operation and maintenance life cycle phase. Therefore, Information Technology Services are required to ensure the operation of the system. Purpose The purpose of SPS is to store documents electronically through several intake methods such as scan-to-case, email-to-case and, in the future, web-to-case. SPS is a software-as-a-service system. SPS resides on the Salesforce GOVCloud. In addition, a function of SPS resides at the Management Application Hosting Center (MAHC) on the SPS extract, transform and load (ETL) server. Objective The objective of this Statement of Work (SOW) is to provide daily SPS maintenance, software licenses and administration to SPS. Scope of Work The Contractor is responsible for the below tasks in this statement of work. Task I System Administration The Contractor shall establish and perform all necessary systems administration activities throughout the period of performance. This involves remotely administering SPS that resides on Salesforce.com and remotely administering the SPS extract, transform and load (ETL) server scan software located at the MAHC. The Contractor will also manage the different account types in SPS. This includes adding, deleting and disabling accounts and other account functions associated with SPS. The Contractor will work with the HHS/OS Office of staff to resolve issues with the Policy Coordinators and ODRM staff scanners to make sure the code that looks for newly scanned documents in the SPS Scan shared folder is operational. The Contractor will also daily review email documents in the SPS mailbox to resolve user issues such as: System Usability User Management Request Training requests Workflow requests Behavior Items flowing through the system In addition, the Contractor will assist with Application Programming Interface (API) connections to existing Operation Divisions and Staff Divisions' correspondence control systems that connects to SPS. Task II Maintenance and Salesforce Licenses The Contractor shall maintain all software associated with SPS. Maintenance includes but is not limited to, troubleshooting, fixing SPS issues and conducting regular health check to ensure system is running properly and up to date. The Contractor shall configure salesforce out-of-the-box functions and custom features associated with SPS. After the Contractor makes any changes within the system, they are responsible for modifying the user manual, administrator manual and job aids to reflect the changes if needed. This organization health check must be completed by a Customer Success Guide and included in the purchase of the license. The Contractor shall supply up to 3,500 DocuSign envelopes every year, with the option to carry over any unused envelopes into the following year. Prior to the deployment of new Salesforce releases, the Contractor shall test the new release functions in the SPS sandbox and obtain approval prior to implementing them in SPS. The Contractor shall test changes to SPS in the developer server, demonstrate the changes to the Exec Sec's staff and obtain approval prior to putting changes into the production server. Only agreed-upon changes from the Exec Sec's office will enter into the SPS production system. The Contractor will provide maintenance of the third-party software currently being used by IOS for SPS, including Conga Composer, DocuSign, and KnowWho database; (see the list of licenses). Sales and Service Cloud: this is a cloud-based application designed to help your people sell smarter and faster by centralizing customer information, logging their interactions with your company, and automating many of the tasks people do every day. Government Cloud Plus: Offers 24x7 support to US Citizens that have cleared or are engaged in a Tier 3A moderate background investigation, priority access to experts, fast response and a comprehensive online training catalog. Government Cloud Plus enhances core functionality by adding security, compliance, and support services that allow customers to store Controlled Unclassified Info in an isolated cloud environment. Data Storage (500 MB): Data Storage Add-On provides an additional 500 MB of data storage to an organization. File Storage (10 GB): Get an additional 10 GB of file storage for your organization's documents, content, and attachments. Customer Community Plus: includes all the functionality of Customer Community plus Advanced Sharing and Reports/Dashboards. Deliver tiered service to different groups or collaborate with customers through discrete interactions. Lightning Community Builder makes it easy to create and maintain a mobile-ready community. Since Community Cloud is built on a trusted, secure Salesforce platform, customers can integrate third-party apps and data. Sandbox (Full Copy): Salesforce Sandbox 1 provides an additional sandbox environment for a 30% net price per full sandbox. DocuSign: is a tool that automates document preparation, digital signature, and management of agreements. DocuSign offers a way to sign electronically on practically any device, and this statement of work includes Conga: The Conga Composer Business Application: is a document generation tool that allows the user to streamline document creation with personalized templates, reduce errors by merging data directly from Salesforce and other external sources into documents and also includes instant document notifications and version history tracking. The Conga Batch and Conga Trigger Applications: are add-ons to Conga Composer, enabling the user to automate the delivery of their Conga Composer documents. Conga Batch creates and sends large numbers of documents all at once, reducing repetitive work. Conga Trigger boosts productivity and automates workflows by creating and delivering documents whenever the user’s business criteria call for them. KnowWho: Congress KnowWho for Salesforce: provides government relations, grassroots, and advocacy professionals a direct line to all 541 Members of Congress and 13,000 staffers. KnowWho’s unique congressional directory, built on the native Salesforce platform, requires no integration and no new software to learn. This time-saving resource equips you with all the power of Salesforce combined with robust congressional data - all the tools you need to improve your congressional communications, track meetings and events, share information, and meet your reporting requirements. State KnowWho for Salesforce: gives you direct access to all 4,000 state executives, 7,552 state legislators, plus more than 9,500 state legislative staff, committees, and leaders in all 50 states. It is the only complete state government directory built on the native Salesforce platform, which means no integration is required, and there is no new software to learn. This time-saving resource equips you with all the power of Salesforce combined with robust state government data - all the tools you need to improve your communications with state legislative and executive officials, and track meetings. Task III: Report Generation The Contractor will create reports and assist users with both daily, weekly, and monthly reports as required. This includes but is not limited to regular FISMA reporting, Cybersecurity and compliance assessments as needed, reporting on SPS use, and Bi-Weekly Status Meeting and Weekly Status Report (discussed below). Task IV: Training The Contractor will conduct one-on-one training sessions for the new user of the system and conduct group, and online user training for existing users as necessary. The Contractor will also be responsible for updating training manual(s), online frequently asked questions (FAQs), all users, system users and operations manual documentation. Task V: Records Management The Contractor will continue supporting the National Archives and Records Administration Records (NARA) standard requirements for permanent submission of electronic records. This includes ensuring that SPS design supports electronic submission to NARA, including all current and future data requirements. Task VI: Supporting Security Assessment and Authorization process In order for IOS to comply with the Federal Information Security Management Act (FISMA) National Institute of Standards, Technology Office of Budget and all applicable laws, it must follow the Security Assessment and Authorization process. The Contractor will provide a Subject Matter Expert (SME) to assist with the development of needed security documentation required yearly or as required for Privacy Impact Assessment (PIA), Privacy Threshold Analysis (PTA) and Authorization to Operate (ATO) renewal. This requirement includes but is not limited to: Modifying the System Security Document Modifying the Risk Assessment Participating in ATO Contingency Test Assisting with updating the SPS Security Control Documentation Creating necessary diagrams to support SPS ATO requirements Modify the system to meet the requirements of vulnerability testing Ensure Know-Who and Conga, and other software is working properly to support SPS functionality Assisting with other OPDIV and STAFDIVs Interconnection Security Agreements (ISA) PIA, PTA and ATO renewals FISMA and NIST standards are subject to change, and, on September 23, 2020, the National Institute for Standards and Technology (NIST) published Special Publication (SP) 800-53 Revision 5, Security and Privacy Controls for Information Systems and Organizations. Among other things, this revision requires all HHS systems to have a valid Authority to Operate (ATO) based on NIST SP 800-53 Revision 5 Security Control Assessments by September 30, 2024. Task VII: Bi-Weekly Status Meeting and Weekly Status Report RESERVED Task VIII: Document Management The Contractor will enhance SPS to allow document management as part of the application, including version control and real-time collaboration. The Contractor will research available applications to determine which document management software will best meet the need of the HHS/IOS Executive Secretary and implement. Task IX: Roles and Responsibilities The Contractor will staff Subject Matter Expert (SME) based on the structure in Table 1, that can support our solution based on the requirements requested in the SOW. This structure includes management oversight, dedicated development teams, and centralized, efficient operational support that can make the program successful. Also, as the SPS Salesforce org was originally installed in 2015, this SOW includes a health check to determine if additional enhancements are needed to improve performance. Role Responsibilities Engagement Manager Oversees the delivery of the program and optimization of team capacity; serves as an escalation point for issues on progress and quality. Participates in all phases and contributes towards all major deliverables for the program and facilities major program events and executive steering committee meetings Solution Consultant/ Salesforce SME Maintains expert-level platform knowledge; advises on and communicates technical solutions to meet business needs; provides & advises on specialized platforms, tools, or tasks Owns user story creation Performs regular administrative tasks Leads requirement workshops Reviews, clarifies, and prioritizes user stories Helps define and understand the business process to codify in system process Configures Salesforce Provides Solution demos Assists in training and guidance Developer Creates triggers, lightning web components, or Visual Force specified in Detailed Design Develops unit test code Task X: System Compliance The Contractor will maintain the SPS and other software activities in compliance with applicable federal laws and regulations, including but not limited to the standard promulgated by NIST, GSA Information Technology Standards, and guidance set by the HHS Office of the Chief Information Officer. The Period of Performance The period of performance shall be for a base period of 12 months with three 12-month option periods Base: TBD Option Year 1: TBD Option Year 2: TBD Option Year 3: TBD 5. Responses In response to this notice, interested contractors are invited to submit capabilities statement/narrative clearly conveying their experience with similar projects. Additionally, the Respondents shall address the requirements in section 4 (above). Each response should include the following business information: UEI. Company Name. Company Address. Current Government contracting vehicles appropriate for this RFI. Do you have a Government approved adequate accounting system? If so, please identify the agency that approved the system. Business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, veteran-owned small business, service-disabled veteran-owned small business) as validated via the System for Award Management (SAM). All offerors must register on the SAM located at http://www.sam.gov. Company Point of Contact, Phone and Email address Teaming Arrangements: All teaming arrangements should also include the above-cited information and certifications for each entity on the proposed team. Teaming arrangements are encouraged. 6. Information Submission Instructions. The information should be provided in Adobe PDF and be limited to 10 single-spaced pages, with 1-inch margins, and using not less than 12-point font. Charts, Tables, Diagrams and Captions can be in 10-point font; Cover page not included in page count. The information should consist of the following: Cover page shall include respondents’ technical and administrative points of contact, including names, titles, addresses, telephone, and e-mail addresses; title of project and Contract Specialist associated with request; Focus response to Section 3 Scope, and refrain from including marketing brochure materials/information. Past Performance Examples and References The response must be submitted no later than May 22, 2023 at 3:00 PM Eastern Time. The response should be e-mailed to the following address: Angela.Fox-Meade@psc.hhs.gov. The email shall reflect the following in the Subject Line, “RFI Notice: Secretary Policy System (SPS)”. Questions regarding this announcement must be submitted no later than May 15, 2023 at 3:00 PM Eastern Time. The response should be e-mailed to the following address: Angela.Fox-Meade@psc.hhs.gov. E-mailed questions sent to any other email address other than Angela.Fox-Meade@psc.hhs.gov will not be accepted. The email shall reflect the following in the Subject Line, “RFI Notice Questions: Secretary Policy System (SPS)”. Telephone solicitations and verbal questions will not be accepted. Questions will be answered by posting answers to Sam.gov.